Executive Assistant (Virtual)

Fpsinc; Waltham (MA); On-site; USD 90,000 - 120,000; Full time

Job summary

Full Potential Solutions (FPS) seeks an experienced Virtual Executive Assistant to partner with the executive team. You will own complex calendars, coordinate meetings, and deliver AI-generated notes and summaries.

Responsibilities include inbox triage, project tracking, travel planning, and light expense administration, all while ensuring confidentiality and timely delivery. The role requires strong English communication, autonomy, and the ability to align with US Eastern Time business hours,

Qualifications

• Experience: Strong background supporting senior executives, entrepreneurs, C-suite leaders, or business owners (5+ years preferred).
• Calendar Management: Master-level ability to manage complex schedules across time zones.
• Communication: Exceptional written and spoken English skills with confidence communicating across executive stakeholders.
• Autonomy & Problem Solving: Proactive, anticipatory working style with ability to operate with ambiguity.
• Upward Management & Ownership: Strong anticipatory working style; take ownership of administrative mechanics.

Responsibilities

• Complex Calendar & Schedule Ownership across multiple calendars and time zones.
• Daily Executive Morning Briefings to align on the day’s priorities.
• Meeting Management, AI Summaries & Follow-Through for action items.
• Inbox, Triage & Communication Management for executive communications.
• Project Coordination & Initiative Tracking across initiatives.
• Travel & Personal Logistics Integration within the master calendar.
• Light Expense Administration & Financial Coordination with accounting platforms.

Skills

Executive support

Calendar management

English communication

Autonomy & problem solving

Upward management

Discretion & confidentiality

Time zone alignment

Tools

Microsoft 365

AI productivity tools

Expense platforms & travel apps

Job description

About Us

Full Potential Solutions (FPS) is a performance-based, analytically driven omnichannel solutions organization with operations in Waltham, MA, Chennai, India, Bogota, Colombia, and Manila, Philippines that puts culture and employees first. We are a rapidly growing global company, employing the best people, processes, and proprietary technology to deliver groundbreaking solutions for our clients and fulfilling careers for our employees.

We invest in our people and put culture first because we believe that happy, fulfilled teams deliver breakthrough results. FPS offers a competitive suite of benefits for our employees, including a lucrative compensation program, medical, dental, and vision benefits, and the opportunity for high-potential career growth with a fast-growing company.

Our Core Values:

• Integrity - Do what’s right for everyone: clients, shareholders, partners & colleagues, TEAM is more important than self, and create an atmosphere of mutual respect

• Excellence - Deliver exceptional client results, Reward and recognize performance, and Relentless pursuit of improvement

• Accountability - Act like an owner, take pride in our work, Measure results (your own and our clients), Be passionate

• Grace - Respect and appreciate differences, Care for one another, Humility, Make work personal

Our Mission

To create conditions within which people can thrive!

The Virtual Executive Assistant (EA) serves as a high-level strategic partner and right-hand coordinator to the executive. Designed for a proactive, highly organized, and discreet individual, this role goes beyond traditional task execution to create true executive capacity through sound judgment, complete calendar ownership, anticipation, and proactive project follow-through.

The ideal candidate will manage complex, fast-moving priorities across multiple business initiatives, align personal and professional logistics, and act as a reliable backstop to ensure commitments, meetings, and projects are tracked through completion without falling through the cracks.

Duties and Responsibilities:

Complex Calendar & Schedule Ownership

• Master Scheduling: Manage and own complex professional and personal calendars, including multi-time-zone meeting coordination, travel buffers, schedule changes, and focus blocks.

• Proactive Rescheduling: Exercise judgment during sudden schedule shifts by immediately reorganizing displaced appointments and ensuring critical commitments are rescheduled rather than lost.

• Forward Planning: Look ahead 4 to 6 weeks to identify conflicts, prioritize high-value requests, and present solutions directly rather than escalating scheduling problems.

• Capacity Protection: Shield the executive’s time by establishing focus blocks, scheduling 1:1s with executive team members, and determining which requests can be accepted, deferred, or declined.

Daily Executive Morning Briefings

• Conduct a daily morning briefing call (between 8:15 AM – 8:45 AM ET) to align on the day’s schedule, review prep materials, highlight top priorities, discuss pending approvals, and flag pending deadlines or action items.

Meeting Management, AI Summaries & Follow-Through

• Attend selected leadership and operational meetings to capture explicit and implicit action items, deliverables, and timelines.

• Utilize modern AI and automation tools to generate, format, and distribute clear meeting notes, agendas, and summaries to key stakeholders.

• Maintain a central tracker for open action items across initiatives, systematically following up with team members and executive stakeholders to drive projects to closure.

• Gently remind and manage the executive upward regarding pending decisions, signatures, or neglected high-priority deliverables.

Inbox & Communication Management

• Screen, triage, and filter incoming executive emails; resolve routine inquiries and flag priority communications requiring direct executive attention.

• Prepare background materials, prior notes, email threads, and documents so they are immediately accessible prior to key meetings.

Project Coordination & Initiative Tracking

• Translate high-level, fast-paced discussions into clear, actionable project plans with defined milestones, dependencies, and responsible owners.

• Coordinate cross-functional administrative processes for special initiatives and operational workflows across different business entities.

Travel & Personal Logistics Integration

• Coordinate travel planning by researching flight options, accommodation alternatives, and ground logistics, maintaining comprehensive itineraries within the master calendar.

• Liaise with domestic support staff (such as a House Manager) to align personal, family, and home logistics with the professional schedule.

Light Expense Administration & Financial Coordination

• Organize, track, and submit corporate receipts and expense reports through designated software.

• Coordinate with Accounts Payable regarding payment setups, credit cards, authorized transfers, and basic tax/bookkeeping documentation organization.

Qualifications:

• Experience: Strong background supporting senior executives, entrepreneurs, C-suite leaders, or business owners (typically 5+ years of EA experience preferred, though go-getters with high learning agility are welcomed).

• Calendar Management: Master-level ability to manage complex schedules across time zones.

• Communication: Exceptional written and spoken English skills with confidence communicating across internal and external executive stakeholders.

• Autonomy & Problem Solving: Proactive, anticipatory working style with the ability to operate effectively with incomplete direction and ambiguity.

• Upward Management & Ownership: Strong anticipatory working style; comfortable challenging the executive respectfully, urging focus on key deliverables, and taking complete ownership of administrative mechanics.

• Technical & AI Proficiency:

  1. Advanced command of Microsoft 365 (Outlook, Teams, SharePoint, OneDrive, Word, Excel, OneNote).
  2. Demonstrated comfort with company-approved AI productivity tools for summarization, drafting, workflow automation, and research.
  3. Experience with expense platforms, spreadsheets, and travel applications.

• Discretion & Confidentiality: Absolute integrity and discretion when handling highly sensitive financial data, corporate information, family logistics, and personal details.

• Time Zone Alignment: Full ability to support US Eastern Time business hours, with strict adherence to daily morning syncs.